Min - Parks and Recreation Board - 1993 - 08/10 - Special CalledI
MINUTES
SPECLA,L CALLED MEETING
PARKS AND RECREATION BOARD
MUNICIPAL ANNEX ONE BUTLER CIRCLE, ALLEN, TEXAS
TUESDAY, AUGUST 10. 1993 - 7:30 P.M.
MEMBERS PRESENT
Tom Clark, Chairman
Lonnie Thomas, Vice -Chairman
Jim Waldbauer, Secretary
Ross Obermeyer
MEMBERS ABSENT
Ray Galloway
Frank Maitland
STAFF PRESENT
Rhoda Savage, Director of Parks and Recreation
Sue Witkowski, Secretary
CALL TO ORDER
H. ITEMS OF INFORMATION
A. Citizens Comments
There were no citizens present wishing to speak to the Board.
B. Update on the Allen Recreation Center Program Development
Rhoda provided the Board with a copy of a memo she had written to
the City Manager outlining the following information regarding the
survey:
u
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MINUTES -PARKS AND RECREATION BOARD
AUGUST 10, 1993
On June 17, the City Council approved a process for soliciting public
input to help determine the program "needs" for the Allen Recreation
Center. A table is attached, for your information, that outlines the
process and establishes a timeline for completion.
Originally, it was projected that the distribution and collection of the
questionnaire would require approximately four weeks during the month
of July Because of changes requested by the Council, the date of
distribution was postponed until August. This allowed time for
revisions to the survey instrument that allows data to be analyzed with
Pollstart Software. Pollstart is the software used to measure the results
of the comprehensive plan survey
In addition, Sharon Hamner and Ross Obermeyer pulled together a list
of active voters to be surveyed, as requested by Council. Active voters
were selected at random. Surveys are being mailed to each voters
household with a postage paid return envelope. A follow-up call will
be made to each person receiving the questionnaire.
The deadline for returning the questionnaire is August 18, 1993. This
allows ample time for the results to be analyzed and presented to the
Parks and Recreation Board and Council in September
PUBLIC INPUT PROCESS
APPROVED BY COUNCIL ON JUNE 17
FOR PROGRAMMING PARK FACILITIES
Item N
Description
Timeline
1.
Develop Questionnaire
July
2.
Identify Groups to be Surveyed
Approved
June 17,
1993
3
Solicit Input from Active Voters and Boards
and Commission Members
a. Mail Questionnaire
August 5
b. Collect Questionnaire
August 18
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MINUTES - PARKS AND RECREATION BOARD
AUGUST 10, 1993
4
Solicit Input from Various Groups
a. ASA Executive Board
August 2
b. Senior Citizens
August 9
c. Community Education Advisory
Council (7 pm, September 7, 1993)
September 7
d. Special Needs Groups
August
e. Allen Chamber of Commerce
August 10
5
Call a Special Parks and Recreation Board
Workshop for the General Public
August 17
7:30 p.m.,
Library
6.
Analyze Results
August 18 -
September 10
7
Present Findings to the Parks and
Recreation Board
September 14
8.
Present Findings to the City Council
September 16
Rhoda also reported that 100 questionnaires had been mailed to 100
randomly selected active registered voters. As of this date, Monday,
August 10, 24 had been received back in the mail. Surveys have also
been mailed to the Boards and Commissions as follows:
Allen City Council - 7
Planning and Zoning Commission - 7
Board of Adjustment - 7
Sign Board - 5
Library Board - 7
ASAP - 6
Economic Development Corporation - 5
The list of Boards and Commissions members were divided up among
the Parks and Recreation Board members asking them to call and
remind recipients of the survey to please respond and return the survey
at their earliest convenience. Lists of the randomly selected voters
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MINUTES - PARKS AND RECREATION BOARD
AUGUST 10, 1993
were also divided up among the Board members for making reminder
calls as well.
The Board was then provided with a copy of the survey and they were
asked to fill it out at that time.
Rhoda announced that next Tuesday, August 17, 1993, there would be
a Special Called Parks and Recreation Board Meeting at the Allen
Public Library, 7:30 p.m. to invite the public input and ask anyone
who might be interested to fill out the questionnaire. All Board
members were asked to attend to be certain there would be a quorum
present.
Rhoda reminded the Board members that Ron Hobbs, Architect, was
waiting the results of the survey to proceed any further.
C. Update on Country Meadows Park
Rhoda reported that the sidewalk is in at Country Meadows, and that an
Architect is involved in the design of a playground unit and should
have the bid specifications ready any time. That architect will charge a
maximum of $2,000. There will be a pre-bid meeting on August 18,
and the bids will be opened August 25 The sidewalk that has been
laid is 5 feet wide, and 2218 linear feet.
D Budget Presentation
Rhoda informed the Board that she would be attending the Annual
Budget Retreat this weekend, with the strategic issues being discussed
on Friday, and departmental presentations being held on Saturday
She provided the Board with information regarding Strategic Issue /16,
Unique, Strategic Advantage for Retail and Commercial Development.
She indicated that the undeveloped creek corridors in Allen provide a
unique opportunity for development of restaurants and hotels with very
scenic opportunities not available in cities immediately around Allen.
Rhoda and David Pitstick have met with landowners and developers,
and the idea was greeted with a great deal of enthusiasm on their parts.
Funding would come largely from the .05 cent sales tax revenues set
.� aside for economic development
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MINUTES -PARKS AND RECREATION BOARD
AUGUST 10, 1993
Rhoda also provided the Board with a copy of her Budget Narrative for
1993, which reads as follows:
FY 1993-94
PARKS AND RECREATION DEPARTMENT
BUDGET NARRATIVE
The Parks and Recreation Department developed a mission statement to
provide park facilities and recreation programs that enhance the
aesthetic value of the City and help our citizens more fully enjoy life in
Allen. Fulfilling that mission requires a joint effort of all Parks and
Recreation Department personnel.
FY 1992/93 accomplishments include:
I. Use of Additional Funds Authorized for Ballfield Maintenance,
Street Lights, Building and Pool Maintenance:
A. Renovation of Hillside East and Ford #2 Ballfields
B. In -House Sand Blasting and Re -painting of the Ford Park
Pool
C. Improved Maintenance of the McDermott Drive Median
D Purchase of Specialized Equipment for Ballfield
Maintenance
E. Installation of Backstop Fence Savers at Ford Park
F Purchase of Replacement Netting for Hillside West
G. Modifications and Repairs to the Allen Senior Citizens
Center
H. Purchase of Decorative Light Posts for Main Street
I. Re -staining the Pool Office and Ballfield Concession
Building
J. Distribution of Logic Fire Ant Bait in all Parks
II. Use of CIP Funds for:
A. Completion of Phase I Bethany Lakes Development
B. Renovation of Ballfield Lights at Jupiter, Hillside and
Bethany Lakes
C. Installation of Four Additional Backstops for
Baseball/Softball Practice
D Replacement of Rolling Hills Bridge
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MINUTES - PARKS AND RECREATION BOARD
AUGUST 10, 1993
E. Development of Country Meadows Park
F Initiation of the Planning and Development of the Allen
Recreation Center and Bethany Lakes Main Facility
III. Fulfillment of Services Subcommittee Program Elements
(includes items not listed previously)
A. Established an Enterprise Fund for FY93/94
B. Revised Park Rules
C. Expanded the Use of Volunteers
1. Received Approximately 1,500 Hours of
Volunteer Assistance from Miscellaneous Groups
2. Let Contracts with Five Volunteer Groups for the
Adopt -A -Highway Program
3. Accepted Approximately 50 Donated Trees and
Over 100 Shrubs That were Planted in City Parks
(Some are Maintained by Donors)
4. Removed a Shed from Behind the Seniors
Building with Assistance from the Church of
Jesus Christ of Latter Day Saints
D Initiated New Recreation Programs Partially in Response
to Year Round Education
1 Horseback Riding Camp
2. Christmas Camp
3 Trout Fishout
IV Utilized the Mandatory Park Dedication Ordinance to Reserve
Land for Parks and Develop Numerous Hike and Bike Trails
A. Parkland Reserved Through Zoning for Dedication to the
City
1.
10 Acres NP in Watters Crossing
2.
10 Acres NP in the Whisenant Tract
3.
5 Acres NP in the Green Tract
4.
21.8 Acres NP in the Twin Creeks Area
B. Construction of 8 Foot Hike and Bike Trail by
Developers along Sections of:
a) Mustang Branch - Allen Heights South to Bethany
Lakes
C
It
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MINUTES - PARKS AND RECREATION BOARD
AUGUST 10, 1993
b) Cottonwood Creek - Highland Meadows
Subdivision
C) Watters Creek - FM2170 South to Bethany
FY 1993-94 Goals:
Complete the Development and Design and Begin Construction
of the Recreation Center and Bethany Lakes Main Facility
II. Increase Programs Offered by the Department
IH. Improve the Quality of Park Maintenance and Hire a Park
Superintendent
IV Acquire Property to be Developed into a Community Park
V Continue Development of the Linear Park Trails
VI. Fulfil Goals and Objectives of Issue #6
Rhoda also informed the Board that an Enterprise Account was being
proposed for the upcoming budget year. Under the current proposal,
15 % of revenues taken in under the Enterprise Account would be paid
back to the General Fund. She indicated that she would provide the
Board with a copy of the proposed Enterprise Budget at the next
meeting. She will be looking to Park Board Members for programming
input during the upcoming year.
HI. ITEMS REOUIRING BOARD ACTION
A. Approve Minutes from July 13, 1993, Special Called Meeting
MOTION: A Motion was made by Ross Obermeyer to approve the
minutes from July 13, 1993 Special Called Meeting as
presented. Lonnie Thomas seconded and the Motion
carried, 5 for, 0 against.
IB. Discuss Use of Parks for Roller Hockey
t
s
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MINUTES - PARKS AND RECREATION BOARD
AUGUST 10, 1993
Lonnie Thomas spoke in favor of restricting the use of Ford Park
Tennis Courts to tennis only, rather than allowing roller blading to be
done at that facility He also wanted staff to proceed with the
investigation of funding to enclose the basketball court at Ford with
fencing, provide an appropriate surface, as well as lighting.
Following a brief discussion, it was determined that Reed should be left
alone, and not be restricted for either Tennis our Roller Blading at this
time.
MOTION: Lonnie Thomas moved to establish a rule for the Ford
Park Tennis courts that would establish the use of those
courts exclusively for tennis. Ross Obermeyer seconded,
and the motion carried 5 for, 0 against.
IV. ADJOURN
There being no further business the meeting was adjourned at 8:45 p.m.
These minutes read and approved this 20th day of September, 1993.
Zl d
Tom Clark, Chairman J' Waldbauer, Secretary